Senior Document Controller Assistant Document Controller

Application Deadline Posted: Aug 2, 2018

Not specified

Details:Must have at least 10 years experience in Document Control Management and be capable of executing the following:

Perform document quality checks in accordance to document control procedures.
Perform the numbering, filing, sorting and retrieval of hard copy documents.
Perform file backup and ensure proper storage and archiving of electronic registers.
Train and mentor less experienced team members on records management procedures and policies, including documentation, retention, retrieval, destruction and disaster recovery.
Store company documentation in a safe and orderly manner, and in line with company policies and procedures.
Provide adequate document control support to projects
Produce and maintain Document Progress Reports to Project Managers.
Accurately update information as required, assist with file migrations and audits.
Assist Project Managers and Engineers develop and maintain documents such as minutes of meetings, specifications, drawings, procedures, approvals and related items.
Manage Vendor Document Register, Contractor Document Register, Reports and Correspondences.
Prepare weekly and monthly reports for the Document Control Center
Create and maintain documentation database at all project stages.
Monitor all Transmission of Transmitter Sheet Outgoing (TSO), Transmitter Sheet Incoming (TSI) between Client, Contractor and Sub-contractor (Vendors).
Perform data entry of vendor/supplier drawing, engineering schedule items, engineering procedures and process specifications.
Any other task assigned from time to time.
Create Document Numbers, application of return code, revision number and updating of document status as required for all correspondences and documents.
Have a wide technical knowledge of various document control nomenclatures used in the Oil & Gas industry covering all disciplines.
Must be able to use Microsoft Excel, Word, Outlook and Information Management Systems.
Liaise with Construction, Planning, Engineering Design Contractor and advice Project Manager/Project Engineer on Document Control needs prior to commencement of any construction or installation activities.
Be able to participate in meetings and Quality Action Teams (QAT) for the Document Controls Group and recommend improvements when necessary.

Qualifications

Higher National Diploma/Bachelors Degree or its equivalent qualifications in Engineering, Sciences or Social Sciences will be acceptable.
Good general knowledge of Oil field operations in both Onshore and Offshore locations
Good planning and organizational skills, can work independently with minimal supervision
Strong technical background and skill for details
Have at least 10 years experience as a Document Controller, working in the Construction / Oil field Industry. Good communication skills at all levels, computer literate.
People skills, demonstrate ability to work with diverse workforce effectively and coach and mentor.
Ability to communicate effectively and clearly to Field based personnel in fluent English.

Main Challenges

Ensure ethical behaviour at all times.
Responsive to customer needs and help to develop and maintain good relationships.
Good team player with open and direct communication. MUST PRACTICE DIVERSITY AT WORKPLACE.
Diplomatic relationship at all times.

Special Competencies Required

Sound Document Control experience.
Sound knowledge of oil field and gas plant equipment, materials and practices
Good numerical and analytical skills.
Able to coach and mentor less experienced team players.
Good computer skills.
Self motivated.
Displays visible commitment to promoting an incident and injury-free (IIF) culture on the Project.
Must have at least 10 years experience in Document Control Management and be capable of executing the following:
Perform document quality checks in accordance to document control procedures.
Perform the numbering, filing, sorting and retrieval of hard copy documents.
Perform file backup and ensure proper storage and archiving of electronic registers.
Train and mentor less experienced team members on records management procedures and policies, including documentation, retention, retrieval, destruction and disaster recovery.
Store company documentation in a safe and orderly manner, and in line with company policies and procedures.
Provide adequate document control support to projects
Produce and maintain Document Progress Reports to Project Managers.
Accurately update information as required, assist with file migrations and audits.
Assist Project Managers and Engineers develop and maintain documents such as minutes of meetings, specifications, drawings, procedures, approvals and related items.
Manage Vendor Document Register, Contractor Document Register, Reports and Correspondences.
Prepare weekly and monthly reports for the Document Control Center
Create and maintain documentation database at all project stages.
Monitor all Transmission of Transmitter Sheet Outgoing (TSO), Transmitter Sheet Incoming (TSI) between Client, Contractor and Sub-contractor (Vendors).
Perform data entry of vendor/supplier drawing, engineering schedule items, engineering procedures and process specifications.
Any other task assigned from time to time.
Create Document Numbers, application of return code, revision number and updating of document status as required for all correspondences and documents.
Have a wide technical knowledge of various document control nomenclatures used in the Oil & Gas industry covering all disciplines.
Must be able to use Microsoft Excel, Word, Outlook and Information Management Systems.
Liaise with Construction, Planning, Engineering Design Contractor and advice Project Manager/Project Engineer on Document Control needs prior to commencement of any construction or installation activities.
Be able to participate in meetings and Quality Action Teams (QAT) for the Document Controls Group and recommend improvements when necessary.